Loren Data's SAM Daily™

SAMDAILY.US - ISSUE OF MAY 13, 2026 SAM #8934
MODIFICATION

J -- PREVENTIVE MAINTENANCE & CLEANING- 41 DX HVAC

Notice Date

5/11/2026 11:33:08 AM
 

Notice Type

Solicitation
 

NAICS

561210 — Facilities Support Services
 

Contracting Office

245-NETWORK CONTRACT OFFICE 5 (36C245) LINTHICUM MD 21090 USA
 

ZIP Code

21090
 

Solicitation Number

36C24526Q0514
 

Response Due

5/18/2026 5:00:00 AM
 

Archive Date

06/17/2026
 

Point of Contact

Keysha Gorman, Contracting Officer
 

E-Mail Address

Keysha.Gorman74@va.gov
(Keysha.Gorman74@va.gov)
 

Awardee

null
 

Description

STATEMENT OF WORK | HVAC / DX PM Services 41 Units | LAJ VAMC | Document No. LAJ-ENG-SOW-HVAC-PM-2026-001 Rev.1 FOR OFFICIAL USE ONLY PRE-AWARD SENSITIVE Page 1 Deputy Chief Engineer LAJ VAMC Facilities Management | Rev. March 2026 | v4.0 STATEMENT OF WORK & IGCE Preventive Maintenance & Cleaning 41 DX HVAC Units | IAW Manufacturers' IFU Mini-Splits Condensing Units Packaged RTUs Precision Cooling / CRAC Air-Cooled Chillers Refrigerants: R-410A · R-134A · R-22 · R-407C · R-404A | 1.5 Ton ~273 Ton | 41 Units | 14 Locations Regulatory Baseline: NFPA 70E-2024 NFPA 70B-2023 NFPA 99-2024 ASHRAE 170-2025 ASHRAE 180-2018 TJC EC.02.05.01/.02 VHA Dir. 1028 / 1061(4) VA PG-18-10 (Rev. 3/1/2024) EPA AIM Act Document No. LAJ-ENG-SOW-HVAC-PM-2026-001 Solicitation # [TBD at Award] Prepared By Deputy Chief Engineer, FMS Rev. Date March 2026 Total Units 41 DX Units / 14 Locations Contract Type FFP / T&M NTE / Cost (CLINs) Period of Perf. Base Year + 3 Option Years NAICS 238220 Plumbing, Heating & AC SECTION 1 PURPOSE, SCOPE & REGULATORY FOUNDATION 1.1 Purpose This Statement of Work (SOW) establishes performance requirements for a qualified mechanical contractor to provide preventive maintenance (PM), cleaning, inspection, and regulatory-compliance services for forty-one (41) direct expansion (DX) HVAC and refrigeration units at the Louis A. Johnson (LAJ) VA Medical Center, Clarksburg, West Virginia (VISN 5 / NCO 5). The equipment inventory spans 14 locations and ranges in capacity from 1.5-ton ductless mini-splits to a 273-ton York YVAA air-cooled chiller. Services shall be performed in strict accordance with each unit's manufacturer Instructions for Use (IFU), the applicable codes and standards cited in Section 1.2, VHA Directives, VA Technical Information Library (TIL) publications, and The Joint Commission (TJC) Environment of Care requirements. This SOW is performance-based: the Contractor is responsible for achieving the outcomes defined herein and shall exercise professional judgment within the boundaries established by the IFU and applicable standards. 1.2 Regulatory Foundation Current Editions (as of Award Date) The Contractor's program shall be governed by the most current editions of all applicable standards. The following hierarchy of authority applies. In cases of conflict, the more stringent requirement governs. VA/VHA Directives and VA CFM Technical Information Library (TIL) publications highest authority for VA medical facilities. The Joint Commission (TJC) Hospital Accreditation Standards EC.02.05.01 (Utility Systems) and EC.02.05.02 (Water Management Program); non-compliance constitutes a TJC finding reportable to facility leadership. NFPA codes and standards mandatory reference for healthcare occupancies under NFPA 99-2024, NFPA 101-2021, NFPA 110-2022, NFPA 70E-2024, NFPA 70B-2023, NFPA 90A-2024, NFPA 90B-2024. ASHRAE standards ASHRAE 170-2025 (ventilation), ASHRAE 180-2018 (HVAC PM), ASHRAE 15-2022 (refrigeration safety), ASHRAE 34-2022 (refrigerant classification), ASHRAE 188-2021 (Legionella risk management). EPA regulations 40 CFR Part 82 Subpart F (Section 608), AIM Act / 40 CFR Part 84 (HFC phasedown and Technology Transitions). OSHA standards 29 CFR 1910.147 (LOTO), 29 CFR 1910.134 (respiratory protection), 29 CFR 1910 Subpart S (electrical safety). Manufacturer IFU / O&M manuals minimum PM task baseline; manufacturer requirements shall not be waived without written COR approval. 1.3 Objectives Maintain all 41 DX units in peak operating condition and full regulatory compliance throughout the period of performance (POP). Sustain TJC EC.02.05.01 compliance: verify and document ventilation pressure relationships, ACH, filtration efficiency, temperature, and humidity per ASHRAE 170-2025 for all units serving patient-care areas. Support the facility's NFPA 70B-2023 Electrical Maintenance Program (EMP) through proper documentation of all electrical PM findings, Equipment Condition Assessments (ECAs), and corrective actions. Manage all regulated refrigerants (R-410A, R-134A, R-22, R-407C, R-404A) in full compliance with EPA Section 608 and AIM Act provisions; provide written advisory to COR on any legacy refrigerant unit requiring > 1 lb addition per service visit. Support facility compliance with VHA Directive 1061(4) Legionella Prevention: inspect, clean, and treat condensate drain systems and humidifier sections of CRAC/precision cooling units at every PM visit. Document all PM activities in the format required by ASHRAE 180-2018, TJC EC.02.05.01, and the facility's Utility Systems Management Plan (USMP). 1.4 NFPA 70B-2023 Mandatory Electrical Maintenance Program (EMP) Integration NFPA 70B-2023 is now a mandatory Standard (not a recommended practice). The 2023 edition converts all 'should' language to 'shall,' requiring facilities to implement a documented Electrical Maintenance Program (EMP). The Contractor's electrical PM tasks under this contract shall align with and contribute to the facility's EMP per Chapter 4 of NFPA 70B-2023. Contractor shall perform all electrical PM in accordance with NFPA 70B-2023 Chapter 9, Table 9.2.2, using an Equipment Condition Assessment (ECA) that evaluates: (1) physical condition, (2) criticality, and (3) operating environment. Infrared (IR) thermography of electrical components is now mandatory per NFPA 70B-2023. Contractor shall perform IR scanning of all compressor contactors, motor control wiring, and disconnect panels at each PM visit, or at minimum annually. IR findings shall be included in PM Service Reports. All electrical PM findings shall be documented in the facility's EMP records system within 5 business days of service. System studies (short-circuit, coordination, arc flash) are not within scope of this contract but Contractor shall notify COR if any PM finding suggests a deficiency in existing arc flash label accuracy. 1.5 AIM Act / EPA Refrigerant Compliance Current Status (as of 2026) CRITICAL AIM Act / 40 CFR Part 84: R-410A new equipment manufacture prohibited effective January 1, 2025 (GWP limit 700 for new comfort cooling). EXISTING systems using R-410A, R-22, R-404A, and R-407C may continue to be SERVICED with original refrigerant throughout useful life. Only reclaimed R-22 and R-404A may be used. R-410A service refrigerant supply is constrained and prices are rising. Contractor shall advise COR in writing if any unit's charge loss trajectory suggests end-of-useful-life within the POP. R-22 units (Units 13, 14, 19, 20, 38): Only reclaimed R-22 may be used for service. Contractor shall document supplier and source of all R-22 used. Any addition > 1 lb requires COR notification within 24 hours. R-404A (Unit 37) and R-407C (Units 33 36): Both are high-GWP refrigerants under phasedown. Only reclaimed product available for service. COR notification required for any addition. R-410A (30 units): Still available for service as reclaimed or newly produced product through the phasedown schedule. Monitor supply cost and availability; report supply constraints to COR. R-134A (Unit 39, York YVAA ~273-ton chiller): R-134a is subject to HFC phasedown allowance reductions. Coordinate with York authorized service on reclaimed refrigerant procurement for annual chiller service. EPA AIM Act Technology Transitions Rule reconsideration was proposed October 3, 2025. Contractor shall monitor EPA regulatory updates and immediately notify COR of any changes affecting service refrigerant availability. SECTION 2 EQUIPMENT INVENTORY (41 Units) 2.1 Government Furnished Equipment List (GFEL) All 41 units are listed below. Red refrigerant text denotes legacy / AIM Act phasedown refrigerants requiring special handling. Units marked in Category column require COR notification upon any refrigerant addition. Units marked * in Charge column require verified charge documentation at first PM visit per IFU. # Equipment Name Model Number Serial Number Location Refrig. Charge / Capacity Category 1 Panasonic CU-KE36NKU 0001351 7th Floor R-410A 6.5 lbs Mini-Split / Ductless 2 Panasonic CU-KE36NKU 0002251 7th Floor R-410A 6.5 lbs Mini-Split / Ductless 3 Panasonic CU-KE36NKU 0004851 7th Floor R-410A 6.5 lbs Mini-Split / Ductless 4 Panasonic CU-KE36NKU 0005551 7th Floor R-410A 6.5 lbs Mini-Split / Ductless 5 Fujitsu AOU18RLXFW1 BPS002868 6th Floor R-410A 4 lbs 10 oz Mini-Split / Ductless 6 Daikin RZR24PVJU A002782 1st Floor R-410A 5.1 lbs Mini-Split / Ductless 7 Mitsubishi PUZA18NKA7 82U09519A Roof R-410A 4 lbs 14 oz Mini-Split / Ductless 8 Mitsubishi PUMY-P36NKMU1 6YU01844A Roof R-410A 10 lbs 9 oz Mini-Split / Ductless 9 York YCJD18S41S1HA W2F0995365 Bldg 20 R-410A 3 lbs 3 oz Mini-Split / Ductless 10 Carrier Puron Unit 1 38TXA048330 3203E07364 Bldg 5 R-410A 10.13 lbs Condensing Unit / Split 11 Carrier Puron Unit 2 38TXA048320 3202E08320 Bldg 5 R-410A 10.13 lbs Condensing Unit / Split 12 Carrier Puron Unit 3 38TXA030330 3203E06515 Bldg 5 R-410A 6 lbs Condensing Unit / Split 13 Carrier 38ARZ008-501LA 5004G50052 AHU 43 R-22 2 lbs Condensing Unit / Split 14 Goodman GSC130361DE 0810203289 2nd Floor R-22 119 oz (7.4 lbs) Condensing Unit / Split 15 Air Temp VS6BF-036K VSF170602498 2nd Floor R-410A 78 oz (4.9 lbs) Condensing Unit / Split 16 Ductless Air DA27-3Z-0 340E45337051 Building 7 R-410A 98.8 oz (6.2 lbs) Mini-Split / Ductless 17 Air Temp VS4BD-042KB VSG170522724 HR Roof R-410A 59 oz (3.7 lbs) Condensing Unit / Split 18 Air Temp VSA1BF4M1SN42K VSG190117061 HR Roof R-410A 97 oz (6.1 lbs) Condensing Unit / Split 19 Aaon CA0358 200508CCCI05164 2nd Floor R-22 Side 1: 80 oz / Side 2: 80 oz Packaged / RTU 20 Aaon 68418 200602-AMCJ02869 2nd Floor R-22 Side 1: 144 oz / Side 2: 144 oz Packaged / RTU 21 AHU 35 (J. Controls) J15XPC00R4A2BCA1E1 N1M8394756 Roof R-410A Sys 1: 23 lbs / Sys 2: 23 lbs 4 oz Packaged / RTU 22 McQuay RPS042DLS FBOU10040070301 Roof R-410A Ckt 1: 30 lbs / Ckt 2: 30 lbs Packaged / RTU 23 Johnson Controls J12YDC00A4GLB4 N2A0568880 Roof R-410A No Precharge Label * Packaged / RTU 24 Johnson Controls J40YDC00A4BAA2 N1E9947000 Room 2134 R-410A No Precharge Label * Packaged / RTU 25 Addison PROH240C4K4DAC20M6 210405001-001 Roof R-410A Ckt 1: 47 lbs / Ckt 2: 47 lbs Precision Cooling / CRAC 26 Vertiv Liebert MCS028E1ADR546 Y21DAX0001 Roof R-410A No Precharge Label * Precision Cooling / CRAC 27 Emerson Liebert MCS028E1YDA093 Y16FAX0029 1st Floor R-410A No Precharge Label * Precision Cooling / CRAC 28 Emerson Liebert MCS028E1YDA093 Y16FAX0028 1st Floor R-410A No Precharge Label * Precision Cooling / CRAC 29 Liebert Vertiv Unit 1 MCL055E1ADQ192 Y20CAZ0184 Outside NW Entrance R-410A No Precharge Label * Precision Cooling / CRAC 30 Liebert Vertiv Unit 2 MCL055E1ADQ192 Y20CAZ0182 Outside NW Entrance R-410A No Precharge Label * Precision Cooling / CRAC 31 Liebert Vertiv Unit 3 MCL055E1ADQ192 Y20CAZ0183 Outside NW Entrance R-410A No Precharge Label * Precision Cooling / CRAC 32 Liebert Vertiv Unit 4 MCL055E1ADQ192 Y20CAZ0185 Outside NW Entrance R-410A No Precharge Label * Precision Cooling / CRAC 33 Airstack ASP10A JI 11 10A Outside B241 R-407C 30 lbs Precision Cooling / CRAC 34 Airstack ASP10A JI 11-138 Outside B241 R-407C 30 lbs Precision Cooling / CRAC 35 Airstack ASP10A JI 11-139 Outside B241 R-407C 30 lbs Precision Cooling / CRAC 36 Airstack MCS028E1ADR546 JI 11-140 Outside B241 R-407C 30 lbs Precision Cooling / CRAC 37 Climate Control CCH0015MBACHA0000 T22G22697 Outside NW Entrance R-404A 14 lbs 8 oz Condensing Unit / Split 38 Condensing Unit RAUCC20EB203ABD000020 C09D13669 Outside NW Entrance R-22 70 lbs Condensing Unit / Split 39 York Air-Cooled Chiller YVAA0273DGF46BAV... SNFM-295810 4th Floor R-134A Sys 1: 265 lbs / Sys 2: 265 lbs Air-Cooled Chiller 40 York Chiller #1 YCAL0033EE17XEBS... SGFM-169510 Bldg 20 R-410A 45 lbs Air-Cooled Chiller 41 York Chiller #2 YCAL0033EE17XEBS... SEFM-127220 Bldg 20 R-410A 45 lbs Air-Cooled Chiller * No Precharge Label Contractor shall establish verified charge at first PM visit using manufacturer service data; document on EPA refrigerant tracking log and submit to COR within 30 days. Legacy / Phasedown Refrigerant R-22, R-407C, and R-404A are subject to EPA AIM Act phasedown. See Section 1.5 and Section 4.4 for handling requirements. SECTION 3 SPECIFIC TASKS, DELIVERABLES & REGULATORY COMPLIANCE 3.1 Universal Requirements All 41 Units (Every PM Visit) The following requirements apply to every PM visit on every unit under this contract, regardless of unit type, in addition to the unit-category-specific tasks in Sections 3.2 3.6. 3.1.1 Pre-Work Safety NFPA 70E-2024 & OSHA 29 CFR 1910.147 Perform a task-specific arc flash and shock hazard analysis per NFPA 70E-2024 Section 130.5 prior to commencing any electrical work. Document analysis on pre-task planning form submitted to COR. Obtain facility-issued Energized Electrical Work Permit (EWP) per NFPA 70E-2024 Section 130.2 for any task requiring exposure to energized conductors above 50V. Work on de-energized equipment requires LOTO per OSHA 29 CFR 1910.147 and facility LOTO procedures. Select and verify PPE per NFPA 70E-2024 Table 130.7(C)(15)(a) and (b) based on incident energy analysis or PPE category method. Minimum PPE for HVAC disconnects: Category 1 (arc-rated face shield, gloves, clothing). Verify all arc flash labels per IEEE 1584-2018 are present, legible, and current (system study not older than 5 years per NFPA 70B-2023 Chapter 6). Report any missing or outdated labels to COR in writing. For refrigerant work in enclosed mechanical rooms: verify adequate ventilation per ASHRAE 15-2022 Section 8 before proceeding. Use portable oxygen / refrigerant detector where applicable. 3.1.2 Documentation ASHRAE 180-2018, NFPA 70B-2023, TJC EC.02.05.01 Record all measured operating parameters on the standardized PM Service Report (see Section 4.3). Report shall follow the data elements required by ASHRAE 180-2018 Section 4.3 (Implementation) and TJC EC.02.05.01. Classify all deficiencies found using the NFPA 70B-2023 Equipment Condition Assessment (ECA) scale and the facility's deficiency classification system: Critical (immediate safety hazard), Urgent ( 125 lbs/yr must be reported. Document refrigerant type, any quantity added or removed, and source (virgin vs. reclaimed) on EPA tracking log. For R-22, reclaimed only. Submit log to COR within 30 days. Check reversing valve in both heating and cooling modes (heat pump units); document mode-switching response time and pressure differentials. Inspect metering device (TXV/EEV/orifice); verify superheat per IFU. 3.2.3 Electrical & Controls NFPA 70E-2024, NFPA 70B-2023 Inspect, clean, and torque all electrical terminations. Perform IR thermography scan of all contactors, capacitors, and disconnect per NFPA 70B-2023 §7.9. Test capacitors (start and run) with digital capacitance meter; replace if outside ±6% of nameplate. Record pre- and post-replacement values. Measure and record compressor RLA, FLA, and supply voltage; flag any amperage within 10% of nameplate max. Test all safety controls: high-pressure cutout, low-pressure cutout, freeze protection, high-discharge-temperature thermostat, and loss-of-charge protection. Document setpoints and trip test values. Verify controller/thermostat calibration against NIST-traceable reference thermometer; document offset if found. 3.2.4 Mechanical Lubricate motors and bearings per IFU (type, quantity, frequency as specified by manufacturer). Inspect and tighten all mounting hardware and vibration isolators. Clean unit interior cabinet and exterior surfaces. 3.3 Condensing Units & DX Splits (Units 10 15, 17 18, 37 38) Semi-Annual PM 9 units; R-410A, R-22, R-404A; 2 4 ton. Manufacturers: Carrier, Goodman, Air Temp, Climate Control, RAUCC. All tasks in Section 3.2 apply plus the following. Inspect liquid line filter-drier and sight glass; replace drier if moisture indicator shows wet or color change. Document replacement with refrigerant log entry. Inspect and test crankcase heater (scroll/recip compressor units); measure current draw; verify energized 24 hours before startup following seasonal shutdown. Inspect service valve cores and caps; verify valve position and packing condition. For R-22 Units (13, 14, 38): Use only EPA-certified reclaimed R-22. Any addition requires COR notification within 24 hours. Document recovery cylinder ID per 40 CFR Part 82 Subpart F. Evaluate end-of-life trajectory and report to COR if unit is projected to require > 2 lbs per year. For R-404A Unit (37): Only reclaimed R-404A may be used for service. COR notification required for any addition. Evaluate retrofit/replacement options and provide written assessment to COR at first PM visit. 3.4 Packaged Units / RTUs (Units 19 24) Semi-Annual PM 6 units; R-22 and R-410A; multi-circuit units (Aaon CA0358, Aaon 68418, AHU 35, McQuay RPS042 have dual circuits). Manufacturers: Aaon, Johnson Controls, McQuay. All tasks in Sections 3.2 3.3 apply per circuit plus the following. Treat each refrigerant circuit independently: perform separate leak check, refrigerant measurement, and EPA documentation per circuit. Inspect, clean, and lubricate economizer dampers and actuators where equipped; verify economizer control sequence through BAS/DDC per COR direction. Document damper % opening at test completion. Inspect supply and return air plenums; clean accessible surfaces; verify flex connection integrity. Gas heat section (where applicable): inspect burner assembly; inspect heat exchanger for cracks, pinholes, or deterioration using inspection mirror, camera, or pressurization test per manufacturer IFU; inspect flue connections and combustion air provisions. Perform combustion analysis using a calibrated combustion analyzer: measure CO (ppm), CO2 (%), O2 (%), stack temperature, and combustion efficiency. Flag any flue gas CO reading > 100 ppm (air-free) as Critical; notify COR immediately. Flag combustion efficiency below 75% as Urgent. Document all findings. Any cracked or perforated heat exchanger shall be classified Critical, unit shall be immediately shut down and tagged out, and COR notified by phone within 1 hour. Verify outdoor air (OA) damper operation. Measure and document OA volumetric flow rate (CFM) using a balometer, pitot tube traverse, or equivalent calibrated instrument at each semi-annual visit. Compare measured OA CFM to design minimum OA requirement per ASHRAE 62.1-2022 Table 6.2.2. Any unit delivering less than 90% of design minimum OA shall be classified Urgent and reported to the COR within 24 hours. Verify unit sequence of operations through BAS/DDC integration point; document setpoints and mode confirmation. For R-22 units (19, 20): Same legacy refrigerant requirements as Section 3.3. NFPA 90A-2024 §6.1: Inspect accessible ductwork connections, flex connectors, and smoke dampers associated with each RTU. Verify smoke damper blade and actuator condition; document accessibility for required testing. Report any obstructed or non-functional smoke damper to COR as Urgent deficiency. Smoke damper full-open/full-close testing remains the responsibility of the facility Fire Protection PM program; Contractor shall coordinate visibility of damper condition during HVAC PM. 3.5 Precision Cooling / CRAC Units (Units 25 36) Semi-Annual PM 13 units: Addison (1), Vertiv Liebert (1), Emerson Liebert (2), Liebert Vertiv (4), Airstack (4), Johnson Controls (1); R-410A and R-407C. 8 of these units carry 'No Precharge Label' mandatory charge verification at first PM visit. Critical healthcare HVAC assets supporting data/server rooms and clinical spaces. 3.5.1 Legionella Prevention VHA Directive 1061(4) & TJC EC.02.05.02 VHA Directive 1061(4) 2024 Revision: The 2024 revision expands Legionella prevention requirements to include condensate systems and non-potable aerosol-generating systems. CRAC unit condensate pans and humidifier sections are within scope. Biocide treatment and documentation are mandatory at every PM visit. Inspect, clean, and treat condensate drain pans and drain lines at every PM visit. Apply EPA-registered biocide; document product name, EPA registration number, concentration, and application date. Humidifier sections (where equipped): clean distributor pans and canister, inspect electrode condition, flush stagnant water, test fill/drain cycle, verify conductivity setpoints. Per ASHRAE Guideline 12-2020, ultrasonic humidifiers are prohibited in VA healthcare facilities (VA PG-18-10). Report any non-compliant humidifier type to COR. Document findings in the format required by the facility's Water Management Program (WMP) under TJC EC.02.05.02. Provide signed copy to COR for WMP file within 5 business days. 3.5.2 Refrigeration & Electrical All CRAC Units All refrigerant circuit tasks in Section 3.2.2 apply. For R-407C units (33 36, Airstack): verify charge using subcooling method at condenser outlet per Airstack IFU (R-407C is a zeotropic blend use subcooling, not superheat alone, for charge verification). COR notification required for any addition. Inspect, clean, and test EC/direct-drive plenum fans; check bearing condition via sound and vibration. Inspect and test reheat coils and electric heat elements; measure current draw per element; verify thermal cutout trip temperature. Inspect Variable Speed Drives (VSDs) if equipped; clean cooling fans and heatsinks; verify drive parameters. Verify thermal management controller: setpoints, alarm thresholds, remote notification paths. Confirm integration with BAS/DCIM where present. 3.5.3 Initial Visit No Precharge Label Units (Units 23, 24, 26 32, 37) At the first PM visit on each unit marked 'No Precharge Label' (Units 23, 24, 26 32, and 37 9 units total): obtain the manufacturer IFU or service manual and determine the factory-specified refrigerant charge. Recover the existing charge using EPA-certified recovery equipment, weigh it, and recharge to the verified specification. Record pre- and post-recovery charge weights on EPA Form 608 refrigerant tracking log. Document the verified design charge for each unit in the facility CMMS and submit a completed Charge Verification Record to the COR within 30 calendar days of the visit. 3.6 Air-Cooled Chillers (Units 39 41) Quarterly PM 3 chillers: York YVAA0273 (~273 ton, R-134A, 4th Floor mechanical room) and York YCAL0033 #1 and #2 (33 ton each, R-410A, Bldg 20). These are high-criticality healthcare utility assets. TJC EC.02.05.01 compliance documentation is mandatory. TJC EC.02.05.01 Chiller Compliance: Standard EC.02.05.01 EP 15 requires ventilation systems in critical care areas to maintain appropriate pressure relationships, ACH, temperature (68 75°F in ORs), and humidity (20 60% RH) per NFPA 99-2024 and ASHRAE 170-2025. Chiller performance directly affects these parameters. Chiller degradation or failure must be reported to COR within 2 hours when it results in critical-area parameter excursions. 3.6.1 Refrigeration System ASHRAE 15-2022, EPA 40 CFR Part 82 Record all operating parameters at each quarterly visit: suction/discharge pressures and temperatures, approach temperatures, leaving chilled water temperature (LCHWT) and return, condenser entering/leaving temperatures, compressor oil pressure differential, and all active alarms/faults. Compare measured performance to design operating envelope; flag any parameter > 10% from design and classify as Urgent deficiency. Leak-check all refrigerant circuits, service valves, oil fittings, and Schrader ports using electronic leak detector (sensitivity 0.1 oz/yr). For R-134A (Unit 39): EPA Section 608 institutional owner leak rate threshold is 20% of charge 265-lb charge yields 53-lb trigger. Report any leak exceeding 10 lbs/yr to COR immediately. Clean condenser coils by pressure washing or pH-neutral foam cleaner per York IFU; document pre-wash and post-wash ambient Delta-T to verify cleaning effectiveness. Inspect, clean, and test oil separator (where equipped). Pull and submit compressor oil sample for spectrographic analysis annually; provide oil analysis report to COR. Inspect and test expansion devices, suction line filter-driers, and sight glass/moisture indicators. Purge non-condensable gases from refrigerant circuit per IFU procedure when indicated by elevated head pressure at known ambient conditions. 3.6.2 Compressor System Record per-compressor: suction/discharge pressure, oil pressure differential, suction/discharge temperature, amperage (all three phases), supply voltage (balance check). Verify crankcase heater operation; measure current draw. Heater must be energized minimum 24 hours before startup after any power interruption. Review on-board controller fault/alarm log; download if capable; clear only with COR written approval. Provide fault history report at each quarterly visit. Inspect compressor vibration isolators and mounting hardware. Measure and record vibration levels (velocity, in/sec peak) at each accessible compressor bearing location using a calibrated vibration meter or analyzer. Compare readings to the baseline established at contract start (per Section 4B.1) and to manufacturer alarm limits. Flag any reading exceeding the manufacturer alert level, or any reading that has increased > 50% from the established baseline, as Urgent. Flag any reading at or above the manufacturer danger/shutdown level as Critical. 3.6.3 Electrical & Controls NFPA 70E-2024, NFPA 70B-2023 Inspect, clean, and torque all electrical connections in chiller control panel and power section. Perform IR thermography per NFPA 70B-2023 §7.9. Verify all safety cutouts: high-pressure, low-pressure, high-discharge temperature, low-oil-pressure, motor overload, freeze protection, and flow switch test each safety per IFU; document setpoints and verified trip values. Calibrate LCHWT sensor against NIST-traceable reference (accuracy ±0.5°F); document calibration date, as-found, and as-left values. Test VFDs (where equipped): inspect drive panel, clean cooling fans, verify parameters, check drive efficiency mode operation. Perform motor winding megohm test annually at the beginning of each cooling season, using a 500V or 1000V insulation resistance tester per IEEE 43-2013. Document: test voltage, ambient temperature and humidity, measured resistance in M , and polarization index (PI) if multi-minute test is performed. Compare to prior year baseline. Flag any reading < 100 M as requiring trend investigation and report to COR within 3 business days; flag any reading < 1 M as Critical unit shall not be started and COR shall be notified immediately. 3.6.4 Fluid System & TJC EC.02.05.02 Inspect chilled water side: inlet strainers, isolation valves, flow switch, expansion tank, and visible piping insulation. Coordinate all outages with COR minimum 5 business days in advance. Verify and document flow switch operation (chiller interlock function); document make/break current at test. Coordinate with facility water treatment contractor: document current water chemistry parameters (pH, conductivity, inhibitor levels, biological activity) against treatment specification. Report any out-of-range values to COR for WMP file (TJC EC.02.05.02). Inspect and document visible condensate connections from chiller to building drain. Clean and treat any accessible condensate pan per VHA Directive 1061(4). SECTION 4 PERFORMANCE REQUIREMENTS 4.1 Scheduling & Coordination Master PM Schedule submitted within 15 calendar days of contract award for COR approval, per ASHRAE 180-2018 Section 4.2 (Implementation Planning). All scheduled PM visits: 5-business-day advance notice to COR minimum. Advance notice to facility infection control officer required for any PM work in patient care areas (ICRA coordination per facility policy). Chiller PM (Units 39 41): schedule during off-peak hours or weekends, or during planned chiller shutdowns, unless otherwise approved by COR in writing. Emergency service response (non-critical areas): Contractor shall be on-site within 4 hours of Government notification, 24/7/365. For HVAC failures in patient care areas (ICU, ORs, AII rooms, clinical spaces): Contractor shall be on-site within 2 hours of notification. These are enforceable performance requirements, not targets; see Section 4B.6 AQL table. Contractor shall coordinate any work affecting building pressurization, smoke control, or egress with the COR and Facility Safety Officer per NFPA 101-2021 requirements. 4.2 Technician Qualifications Tiered by Equipment Type Equipment Category Required Qualifications Documentation Required Mini-Splits & Condensing Units EPA Section 608 Universal Certification; minimum 3 years field experience with residential/light commercial DX systems Copy of EPA cert card; resume or employer attestation Packaged RTUs (Aaon, JCI, McQuay) EPA 608 Universal; manufacturer or NATE-certified in commercial HVAC; OSHA 10-hour minimum Above plus NATE cert or manufacturer training record Precision Cooling / CRAC (Liebert, Vertiv, Airstack) EPA 608 Universal; Vertiv/Liebert ASP (Authorized Service Provider) certification or equivalent vendor training ASP cert or Vertiv/Emerson factory training certificate Air-Cooled Chillers (York YVAA, YCAL) EPA 608 Universal; York factory-authorized chiller technician certification; documented chiller service experience York authorization letter; EPA cert; experience log All Electrical PM Work Qualified Electrical Worker per NFPA 70E-2024 Chapter 1; documented arc flash safety training within 3 years; employer-verified competency per NFPA 70B-2023 §4.5 Training cer...
 

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